Signature Not Verified Digitally signed by HABIB AHMED Date: 2014.01.

23 15:46:15 IST

User Manual for Reverse Auction (Buyer & Vendor users)

Version 1.1

Volume III
Release Date: 23-01-2014

AUTHOR/ OWNER NAME DESIGNATION SIGNATURE

REVIEWED BY

APPROVED BY Mr. Naresh Kumar CM/EPS

Mr. Jai Prakash Senior Soft. Engineer

Mr. Habib Ahmed

Manager / MMIS

User Manual for Railway Users and Vendors

Table of Contents
1 1.1 1.2 1.3 1.4 2 3 General Information ............................................................................................................................... 3 Application Overview ......................................................................................................................... 3 Purpose of this document .................................................................................................................. 3 Scope ..................................................................................................................................................... 3 Points of Contact ................................................................................................................................. 3

Getting Started.......................................................................................................................................... 4 RA specific Functions at buyers end ................................................................................................... 4 3.1 3.2 NIT Header Creation ........................................................................................................................... 4 Publish Tender ....................................................................................................................................... 4

4 5

Tender Box Opening Process- ................................................................................................................ 5 Activities by the assignee officer ........................................................................................................... 6 5.1 5.2 5.3 Scheduling of RA ................................................................................................................................. 6 Closing of RA ........................................................................................................................................ 7 Re-scheduling of Reverse Auction ................................................................................................... 9

Activities at vendors end ..................................................................................................................... 11 6.1 6.2 6.3 Techno-commercial Bidding process in Reverse Auction ......................................................... 11 Submission of Taxes, duties and levies ........................................................................................... 12 Financial Bidding ............................................................................................................................... 13

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User Manual for Railway Users and Vendors

General Information
The Indian Railway Electronic Procurement System (IREPS) is the application of on-line electronic tender processing, contract management and auction processing for the Indian Railways. The IREPS application will allow users to capture data at various levels of the procurement process using various security features like digital signature certificate, encryption and decryption of data etc. This application can be accessed with valid user id / password in combination with a digital signature certificate. This application is designed to provide the users complete e-procurement solution from publishing of the NIT and receipt of materials by the consignees.

1.1 Application Overview

1.2 Purpose of this document

Purpose of this document is to guide for users in buyer organizations like Zonal Railways, Production Units of Indian Railways and other organizations for Reverse Auction NIT Creation, tender box opening, evaluation of technical bid. This document is also guide for suppliers/ vendors registered to IREPS website for participating in Reverse Auction bidding.

1.3 Scope
This document provides information and Details of various functionalities available in Reverse Auction module to be used by Department Administrators and standard Purchase users in the buyers organizations and vendor users. It is assumed that users are acquainted with functioning of IREPS as regards to other types of tenders.

1.4 Points of Contact

Updated contact information is available under Help desk link provided on Home page of the website www.ireps.gov.in. Users are requested to visit this page for latest contact information.

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User Manual for Railway Users and Vendors

2 Getting Started
Login process for the users has already been described in other user manuals hence not discussed here. Railway users login as usual and create NIT (tender). Only functionalities, specific to reverse auction are being detailed below.

3 RA specific Functions at buyers end

NIT (Notice Inviting Tender) Creation is used for creating NIT and tender document. All purchase users who have privilege over function Sign Tender Document can create tenders pertaining to purchase section assigned to them. Procedure for creating NIT for Reverse Auction is similar to normal / ordinary supply tenders except described below:

3.1

NIT Header Creation

After clicking on Create NIT link in left navigation of department admin and standard purchase users NIT Header page will open with option to select E-tender or Reverse Auction. After selecting Reverse Auction radio button the below page will open. Following parameters are set by default: i. Tender type = Open i.e. other modes like Limited, special limited etc. are not allowed in Reverse Auction. ii. Bidding System = Two bid system i.e. Only Techno-commercial Bids are opened on due date. iii. Evaluation Criteria = Total Value wise Other evaluation criterion are not feasible in Reverse Auction.

3.2 Publish Tender

This is the final tab for publishing RA tender. After successfully Sign and Submit of all tabs this tab should be Signed and Submitted. Public key of Encryption Certificate is not required to be attached as below:

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User Manual for Railway Users and Vendors

4 Tender Box Opening ProcessTender Opening process is similar to normal two bid system e-tenders. After clicking on Tender Box Opening action icon, page for password and digital signature certificate authentication page will open. After authentication of tender opening officials, suppliers list with their technical offer and tabulation will open as shown below. Dealing Officer (Convener of Tender Committee) is assigned just after opening of the Techno-commercial Bids. This assigned officer will later scrutinize techno-commercial bids and schedule RA. He can re-assign the case to some other officer also. After saving convener RA tender status will change to Under Evaluation and this tender case will made available in the assignee officers inbox Tender Cases Under Technical Evaluation for Two Packet system and Reverse Auction from where will perform further activities.

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User Manual for Railway Users and Vendors

5 Activities by the assignee officer

There are three action icons available Finalize Techno-commercial offers, Re-assign Case and audit trail. The Convener can reassign case to other officer for technical evaluation. The case is also available in concerned Department Administrators inbox also, If assigned convener is not available to evaluation the case then same case can be re-assigned to some other officer by department admin.

5.1 Scheduling of RA
After evaluation of techno-commercial bids, the assigned officer will be required to enter suitability of techno-commercial bids. On clicking action icon Finalize techno-commercial offers technical evaluation page will open as below:

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User Manual for Railway Users and Vendors

On this page, status of techno-commercial bids will be declared as approved or rejected. Reasons of rejection will be required to be entered. Following parameters will also be set on this page: (a) Auction start date/time Auction cannot be started on the same date i.e. minimum one day later from todays date. (b) Auction closing date/time - Duration of auction i.e. difference between start and closing date/time must be minimum 30 minutes. (c) Maximum Number of auto extensions - If any bid is received in last minute of bidding then closing time will be extended for next 5 minutes. Maximum 5 such auto extensions can be fixed. (d) Minimum decrement - Minimum decrement is fixed in percentage. First bid can be submitted for any amount. Next bid will have to be less than the existing bid by this fixed percentage of existing bid amount.

5.2 Closing of RA
The assignee officer can view bidding process. After auction closing date and time lapsed the identity of all participating vendors will be disclosed. Now railway user can close the RA bidding process by clicking on button Close Bidding Process. Tabulation can be generated by clicking on tabulation icon or view offer icon in railway users inbox Tenders Opened or from quick or Advance search options.

After closing of auction, based on the last bids of each vendor, financial tabulations and offers will be generated and made available to all concerned users.

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User Manual for Railway Users and Vendors

View offers page

Financial Bid

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User Manual for Railway Users and Vendors

Financial Tabulation

Techno-commercial tabulation

5.3 Re-scheduling of Reverse Auction

In case no financial bid is received in Reverse Auction, the assignee Officer can reschedule the auction for a later date.

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User Manual for Railway Users and Vendors

Re-scheduling action icon is available under Tender Opened inbox and action icon name is Suppliers Techno-Commercial bid status.

After opening techno-commercial bid status page a button named Re-schedule Reverse Auction is available. Using this button RA start date time and close date time can be refixed. Maximum number of auto extension and minimum decrement can also be changed using this process.

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User Manual for Railway Users and Vendors

Activities at vendors end

Reverse auction tender can be found / searched in the similar fashion as in the case of normal e-tender. Process for payment of TDC and submission of offer are similar to normal e-tenders except financial bidding. Process of techno-commercial bidding is described below: After TDC payment vendor can submit techno-commercial offer. Vendor have to submit all mandatory tabs like Eligibility criteria, Terms and condition, Commercial deviation, Technical deviation and checklist& Special Conditions and then cl ick on Final Submit. If

6.1 Techno-commercial Bidding process in Reverse Auction

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User Manual for Railway Users and Vendors

user clicks on Final Submit without submitting all mandatory tabs, a message will be provided. After final submission, a bid ID will be provided as below:

It may be noted that techno-commercial bids will not be considered complete until above page is appeared. Bidders Are advised to note this Bid ID for future reference, if required.

6.2 Submission of Taxes, duties and levies

After technical evaluation of vendors techno-commercial offer only approved vendors can participate in financial bidding. For approved vendors RA tender will be available in inbox named My Techno commercial Bids Approved for Reverse Auction.

Before submitting financial offer vendor have to submit taxes, duties and levies as below:

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User Manual for Railway Users and Vendors

After submission of taxes and duties for all items Enter to Bidding Room icon will be enabled. The vendor can revise Taxes duties and levies any time before submission of first financial bid.

6.3 Financial Bidding

After submission of Taxes, duties and levies, click on Enter to bidding room icon, bidding page will appear as below:

After entering basic rate click calculator icon it will calculate total bid values including taxes and duties. Value should be less than (Last bid total value minimum decrement in percent). If any vendor will submit financial offer in last minute of bidding process then closing time will be extended to next 300 seconds. Such auto extensions are is possible upto maximum number of auto extensions specified at the of scheduling RA.

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User Manual for Railway Users and Vendors

Breakup of total bid value can be seen by clicking on bid value. After closing of RA, identity of all bidders will be shown to each participating vendors and authorized railway users.

Rest of the processes is similar to normal e-tendering process, hence not discussed in detail.

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